Workflow Question - Decline with An Attachment

BryanLin

Wondering if anybody encountered the same situation here.

 

I have a very simple mechanical drawing approval workflow that works fine if the approver only click on "Approve" or "Decline" button.

The approval column will change to Submitted when drawing submitted (trigger by attachment), and changed to Approved or Declined according to approver's response, no issue here.

 

 

The problem is, most of the time when approver declined a request, there's usually a drawing mark-up to explain the reason, so the attachment comes into play.

The approver will attached a file (drawing mark-up) then click on the Decline button.

Now the approval column will change to Declined then changed to Submitted right away by system and that screwed up by my approval process (see attached screenshot).

 

Is there a way to have the approval column stays Declined even approver attached a file, and only changed to Submitted when submitter reply to the update request?

Any other workaround is welcome too.

Andrée Starå

Hi Bryan,

Have you looked at the new proofing feature? It sounds like that would be an excellent solution for your use-case.

Hope that helps!

Have a fantastic day!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

BryanLin

Not yet.

I'll take a look, thanks Andrée.

Andrée Starå

Happy to help!

Let me know if it would work for you.

More info: https://help.smartsheet.com/learning-track/smartsheet-advanced/proofing

BryanLin

Seems like a very powerful feature.

The following two points will be the show stoppers to me:

1. Only licensed user can upload proof

2. Can't find a way to automate it in workflow or formula

 

Andrée Starå

Yes, it is.

1. Yes

2. It's coming

Paul Newcome

Have you looked into update requests instead of approvals?

BrianBosché

Hi Bryan,

I'm the product manager for proofing at Smartsheet. Some follow up questions.



1. Why is this a show stopper? Who needs to upload to a proof? Is it the case that many people need to upload so a license for each one would be unrealistic?

2. Automating proofs is on our roadmap!

BryanLin

1. Correct.

2. Awesome!

BryanLin

Yes, the update request is part of the workflow.

Scott Willeke

Hi Bryan:

Attaching the file won't trigger a new approval by default. Approvals executed when the workflow they're contained in is triggered - based on that Workflow's Trigger (https://help.smartsheet.com/articles/2479236-trigger-blocks-define-when-your-workflow-is-executed).

The screenshot you posted is interesting. The particular message there "Smartsheet Automation on behalf of (Source sheet deleted)" indicates you have a Workflow with the Move Row action moving rows into this sheet. So if some other workflow didn't move a row into this sheet and trigger another workflow with an Approval that re-sends the Approval.

If you can't figure it out, set up time with me. I'll be happy to help (and learn how we can make this easier to figure out). Our support team can probably provide a faster response for troubleshooting this though. Send them Sheet IDs for the sheets involved.

—

Scott Willeke

Director of Product Management

Smartsheet

Bonnie Haytcher

When will the automated workflow for an approval when a proof is uploaded coming?